Position Description PD No.:

127229

FPPS PD No.:

R214167

FWS Title:

Administrative Officer

OPM Title:

Administrative Officer

Position Type:

Neither

Equal Employment Opportunity Statement: Pay Plan, Series and Grade:

GS-0341 : Administrative Officer Series-9

Full Performance Level:

9

Is Interdisciplinary PD?

NO

Additional Series: Employing Office Location:

ALBUQUERQUE, NEW MEXICO

Duty Location:

FLAGSTAFF,COCONINO,ARIZONA or WHITERIVER, NAVAJO,  ARIZONA

Competitive Level Code:

          

Service:

Field

Reason for Submission:

Other

Fair Labor Standards Act:

Exempt    

Subject To IA Action:

NO

Financial Statements Required?

NO

Position Sensitivity:

Non-Sensitive-Moderate

Organization Structure:

Department of Interior 1st Subdivision: US Fish and Wildlife Service 2nd Subdivision: Region 2, ARD - Fisheries 3rd Subdivision: 22350:FF02FA5000 :Arizona Fish and Wildlife  Conservation Office 4th Subdivision:  5th Subdivision: 

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1

Standards Used to Classify the Job:

a. Position Classification Flysheet for Administrative Officer  Series, GS-0341, TS-72 February 1968 and TS-63 August  1966;  b. Administrative Analysis Grade Evaluation Guide, TS-98  August 1990; and  c. Job Family Position Classification Standard for  Professional and Administrative Work in the Accounting and  Budget Group, GS-0500, dated December 2000.

Bargaining Unit Status:

8888      

Position Status:

Competitive

Position Status Remarks:

vice: McGhan

Drug Testing Required?

NO

Physical Examination Required?

NO

Remarks:

Supv Code: 8

Supervisor Certification Text:

I certify that this is an accurate statement of the major duties and  responsibilities of this position and its organizational relationships, and  that the position is necessary to carry out Government functions for  which I am responsible. This certification is made with the knowledge  that this information is to be used for statutory purpose relating to  appointment and payment of public funds, and that false or misleading  statements may constitute violations of such statutes or their  implementing regulations.

Supervisor Signature:

JESS NEWTON

Supervisor Title:

Project Leader

Supervisor Sign Date:

10/8/2014 6:32:00 PM

Approving Official Signature: Approving Official Title: Approving Official Sign Date: Classifier Certification Text:

I certify that this position has been classified / graded as required by  Title 5, U.S. Code, in conformance with standards published by the U.S.  Office of Personnel Management or, if no published standards apply  directly, consistently with the most applicable published standards.

Classifier Signature:

CYNTHIA WEAKLAND

Classifier Title:

HR Specialist (Classification)

Classifier Sign Date:

10/9/2014 2:05:00 PM

Introduction: Monitoring of wild populations of sport fish, native and nonnative fish populations, and endangered species are  fundamental activities for the Southwest Region and are the responsibility of the Fish and Wildlife Conservation  Offices.  These offices link habitat and population monitoring and assessment activities with the intensive,  species-specific research and culture conducted within the National Fish Hatchery System to provide scientific  understanding of the functioning of the system and the interactions of the species within it.  This information is  provided in four major arenas: monitoring the fate of hatchery-reared species released to the wild; consulting with  other Federal agencies whose actions may affect listed species within the basin; aiding private landowners as  partners in resource management plans; or working with Tribal or state resource agencies in assessing and  10/9/2014 2:05:35 PM

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supporting resource management options. The Arizona Fish and Wildlife Conservation Office (AZFWCO) is headquartered in Flagstaff, Arizona and also  includes offices in Whiteriver, Arizona and Parker, Arizona.  The Flagstaff office has primary responsibilities for  Grand Canyon fish monitoring (e.g., humpback chub) and recovery actions.  The Whiteriver office has primary  responsibilities for Apache trout and Little Colorado River spinedace monitoring and recovery actions.  And the  Parker office has primary responsibilities for monitoring and recovery actions for razorback sucker and bonytail  chub, as well as control of aquatic invasive species in the lower Colorado River.

Duties: Major: 1. Percentage Of Time: Budget 

40%

 The station’s annual budget is approximately $1.8 million including multiple reimbursable contracts as well as  appropriated funds.  The budget is divided into 17 different sources and/or types of funding which need to be  tracked and managed individually.  The budget supports 11 permanent positions and up to 16 term and  temporary positions at three offices across Arizona.  Serves as the focal point for all tasks and activities dealing with budget formulation, budget execution  and tracking, and end of year closeout. Provides advice and guidance to station managers in budget and  finance areas.    In budget formulation, prepares projections and estimates and directs and/or enters data into appropriate  forms. Responsible for assuring that all rules, regulations, policies, and procedures for budget submissions  are followed. Performs analysis required to formulate the budget. Relates program goals and priorities to levels  and timing of funding. Analyzes funding needs and actual or potential problems areas, trends, deficiencies,  areas of imbalance, etc. Uses methods such as cost analysis, trend analysis, life cycle analysis, buy vs lease  and similar methods. Writes brief narrative reports depicting and documenting analysis, complete with written  conclusions, pros and cons, options, alternative, and/or suggestions for station managers. Writes narrative  budget justifications.  In budget execution, directs or accomplishes tasks including but not limited to data analysis, entry,  establishing local field station account structures, continuous review/monitoring of funds, reconciliation, shifting  and/or adjusting funds, etc. Regular analysis (such as cost analysis, trends analysis, life cycle analysis, lease vs  buy) is required in order to monitor funds status and to detect issues, problems, and trends. Analysis entails  research, reasoning, comparison, and evaluation which culminates in brief written factual reports outlining issues  and presenting pros and cons of various scenarios, strategies, options, and/or recommendations to  station managers.  Performs or directs all tasks and activities associated with end of year budget close out. Provides advice  and guidance to station managers regarding appropriate use of carry-over funds to best meet station  needs. Expends carry-over funds in accordance with appropriation law as it pertains to each account.  At stations that have interagency agreements, cooperative agreements, grant agreements and/or similar  instruments, the employee handles or directs all the technical, coordinative, and record keeping functions such  as assisting in developing the budget portion of the agreement; assuring correct forms, format, clauses, and  tracking/monitoring mechanisms are adhered to; maintaining files; preparing reports; etc.  Fluently uses DOI and FWS computer programs necessary to accomplish all Budget duties listed above (e.g.  Financial and Business Management System [FBMS]).

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Qualification

Description

Qualification Type

Knowledge

Knowledge of the rules, regulations, policies, and  procedures governing financial management

KSA

Skills

Ability to use a computer and software applications

KSA

2. Percentage Of Time: Purchasing 

30%

 Personally performs or directs the acquisition of necessary supplies, equipment, and construction to meet  station needs, and ensures that purchases are in accordance with Federal procurement regulations and within  delegated authority. Tasks may involve activities such as preparing the appropriate forms, attachments, and  justifications; maintaining liaison with Contracting and General Services; receiving supplies and equipment;  working with vendors; obtaining bids, etc. Ensures that all expenses are obligated properly and in a prompt  manner and that invoices are processed in accordance with the Federal Financial System and Prompt Payment  Act. Purchase methods are considered to fall within the small purchases, informal category and may include  purchase orders, Blanket Purchase Agreements, Federal Supply Schedules, convenience checks, credit cards,  delivery orders, GSA contracts, and similar instruments.   Fluently uses and provides guidance to contractors regarding Federal government computer programs and  databases related to procurement, contracting, and invoice payment.  Provides oversight, review, guidance, and record keeping related to the government credit card program,  including staff with and without purchase authority.  Incumbent holds a procurement warrant. Qualification

Description

Qualification Type

Knowledge

Knowledge of federal procurement and purchasing rules,  regulations, guidelines, policies and procedures

KSA

Abilities

Ability to procure goods and services through a variety of  methods

KSA

Abilities

Ability to use a computer and software applications

KSA

3. Percentage Of Time: Advisory Services 

10%

 Serves as the primary administrative resource on administrative issues for station managers and staff.  Responsible for research and development of options, alternatives, and solutions in order to address both  continuing and/or one time issues and problems.   In administrative areas, the employee studies current and new procedures and requirements in order to  determine their effect on station operations and to identify areas where improvements are needed. Development  office Standard Operating Procedures to assist in ensuring consistency of administrative/management actions. Qualification

Description

Qualification Type

Abilities

Ability to communicate effectively orally and in writing

KSA

Abilities

Ability to provide administrative support and advice

KSA

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4. Percentage Of Time: 10% Human Resources Management   Provides advice and guidance to supervisors and employees on regulations, policies and procedures related to  human resources management. Prepares or directs the preparation of pertinent forms and documents. Assures  that electronic personnel action requests, concurrences and/or authorizations, and associated back-up  documents, are submitted accurately and timely to the servicing human resources office. Monitors status of  requests through completion. Circulates information about training courses available, dates to be held, and other  pertinent information. Works with staff at smaller field stations to provide advice and assistance as needed. Qualification

Description

Qualification Type

Knowledge

Ability to interpret and apply policies and regulations  related to human resource management and convey  information to managers

KSA

5. Percentage Of Time: General Services 

10%

 Responsible for the timely and efficient planning, staging, timing, and execution of a wide range and variety of  general administrative services. This includes programs such as computer installation, configuration, and  maintenance and serving as the primary Office Automation Coordinator; telecommunication functions of the  network which involves communication software, modems and data lines and coordinating capabilities between  local users, regional office functions and agency proprietary requirements; space requests, building  maintenance; telephone services; property utilization, survey and disposal; files, mail, and records; travel;  receptionist services; FOIA tracking; payroll; and similar administrative programs. Either personally performs  programs operations in these areas or oversees others who carry out the work. Qualification

Description

Qualification Type

Skills

Skill in planning and executing a wide variety of  administrative functions

KSA

Abilities

Ability to provide administrative support functions

KSA

FES Factors: Factor 1 - Knowledge Required by the Position: [Factor Level 1 - 6] -

950 points

Knowledge of the rules, regulations, methods, procedures, and practices associated with each of a wide variety  of administrative speciality areas (e.g., budget, finance, contracting and procurement, human resources  management) in order to serve as the chief Administrative focal point and management advisor for administrative  matters for the station.   Knowledge and understanding of the station’s programs, goals, objectives, mandates, priorities, operations,  work methods, staffing needs and funding requirements in order to relate station operations to the station budget  for budget analysis tasks; and to address and resolve a wide variety of administrative matters and issues that  arise.   Knowledge and understanding of administrative management principles, practices, methods and techniques in  integrating office management services into the overall operation of the organization.   Knowledge of budget analysis (e.g., cost analysis, trend analysis, lease vs buy, life cycle analysis, etc.) And  appropriations laws in order to regular perform analytical tasks and activities that culminate in short factual  reports depicting pros and cons of different scenarios, options, suggestions, program trade offs, and/or  recommendations for station managers.  10/9/2014 2:05:35 PM

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 Knowledge of microcomputers, peripheral hardware, software applications, and database management. Ability  to communicate orally in an effective manner.   Ability to communicate in writing in order to develop brief narrative reports documenting budget analysis. Such  reports capture the issue, findings, recommendations, and/or options for station managers decision making.   Ability to prepare administrative policy, coordinate administrative work procedures and prioritize office  management practices.   (Where applicable) Ability to supervise a subordinate staff of clerical and/or administrative workers.

Factor 2 - Supervisory Controls: [Factor Level 2 - 3] -

275 points

The position is under the supervision of the Project Leader, who outlines objectives and priorities. The employee  determines strategies, methods, and procedures required for each assignment.; carries out the work  independently; and handles deviations and/or problems in accordance with appropriate regulatory material,  established practices, and previous experience. Incumbent alerts the Project Leader of particularly complex,  sensitive, or controversial matters, and receives additional supervision for such cases.

Factor 3 - Guidelines: [Factor Level 3 - 3] -

275 points

A wide range of rules, regulations, procedures, methods and practices relate to each of the administrative  speciality areas involved in the position. The incumbent independently applies the guides to each specific  situation encountered, and uses judgement to interpret and generalize from the guides. The incumbent interprets  general requirements in terms of local needs, plans and policies and alerts the Project Leader of particularly  complex, sensitive, controversial matters, and receives additional supervision for such cases.

Factor 4 - Complexity: [Factor Level 4 - 3] -

150 points

The position entails performance of a wide range and variety of different administrative specialities, each of  which is covered by different and unrelated methods, practices, and techniques. The difficulty of the work is also  enhanced in that the budget portion of the position is of sufficient breadth and depth as to require performance of  2 grade interval budget analysis tasks and activities. The work involves conditions and elements that need to be  identified and analyzed in order to discern interrelationships and to make written and verbal recommendations to  management. The employee decides what needs to be done based on analysis of the subject, phase, or issues  contained in each assignment. The chosen course of action is selected from a variety of alternatives.

Factor 5 - Scope and Effect: [Factor Level 5 - 3] -

150 points

The employee is the chief administrative resource for the station. The purpose of the work is to provide expert  advice and assistance to the station and address the myriad of issues, problems, questions, and/or situations  that arise in the many administrative specialty areas. The position is essential to the smooth functioning and  operation of the station and allows the station management officials to concentrate on biological and managerial  assignments.

Factor 6 - Personal Contacts: [Factor Level 6 - 2] -

25 points

Typical and representative contacts include professional and administrative staff at many levels (e.g., field  station, Regional Office; other Federal, Tribal, state, or local government agencies; vendors; suppliers; and  members of the general public.

Factor 7 - Purpose of Contacts: [Factor Level 7 - 2] -

50 points

The purpose of contacts is to exchange information; coordinating work efforts; providing advice and assistance;  10/9/2014 2:05:35 PM

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and resolving problems.

Factor 8 - Physical Demands: [Factor Level 8 - 1] -

5 points

The work requires no special physical demands.

Factor 9 - Work Environment: [Factor Level 9 - 1] -

5 points

Work is performed in an office setting with no unusual risks or discomforts.

Total Points:

1885

Grade Conversion Range:

1855-2100

Grade:

GS-9 

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Position Description

Oct 9, 2014 - Financial and Business Management System [FBMS]). 1. Percentage Of Time ... Ability to use a computer and software applications. KSA. Skills.

245KB Sizes 30 Downloads 443 Views

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